Students related Policies and Regulations
Student Code of Conduct
1.1 G.I.P.S has an obligation to conduct it's affairs in an orderly, civil and efficient manner. To this end individuals or Groups are expected to act ethical and responsibly and desist from taking any action that interferes with orderly function or threaten the health or safety of the G.I.P.S community.
1.2 This code serves to promote the spirit of tolerance and respect for others and to educate students as to their civic and social responsibility as member of the G.I.P.S community. The code also sets out behavior that is not acceptable and constitutes misconduct and how such misconduct shall be dealt with in the interest of the good order and governance of the G.I.P.S.
1.3 This code appliers to all registered full time and part time students of G.I.P.S
1.4 The handling of acts of misconduct under this code does not preclude civil or criminal prosecution.
1.5 Nothing in this code shall be construed to deny students their legally and /or constitutionally protected rights.
In this code ,any reference to the singular shall include the plural and vice-versa and following words and expressions shall carry the meaning respectively ascribed to them as follows:-
2.1 “Complainant” means any member of the G.I.P.S who files a case against a student in terms of section 10 of the code.
2.2 “Disciplinary Authority” means authority vested in G.I.P.S officers to impose sanctions as provided for in section 9.
2.3 “Member of G.I.P.S Community” means employees and students of G.I.P.S.
2.4 “Misconduct” means any conduct falling under section 5 of this code.
2.5 “Sanction” means disciplinary penalties set out in section 6 which are taken against a student who is found guilty of an act of misconduct.
2.6 “Student” means any person currently registered for receipt of instruction at G.I.P.S.
2.7 “Student Organization” means any student group, Organization, body or society that is recognized by G.I.PS AND THE STUDENT REPRESENTATIVE COUNCIL (SRC) in terms of the article 19.2 of the student representative council constitution.
2.8 “G.IP.S “means the Gaborone Institute of Professional Studies.
2.9 Student Disciplinary committee “means the committee established under section 11 of this code.
2.10 ”The Principal “means the Managing Director of G.I.P.S.
2.11 ”Working day” means Monday to Friday excluding public holidays and days when G.I.P.S is officially closed for normal operations.
3. Disciplinary Power
The principal is the chief disciplinary officer of G.I.P.S but may delegate such authority to any member of G.I.P.S management
4. Statement of Student Rights and Responsibilities
G.I.P.S recognizes that student have rights that have to be protected. Students also have responsibility that they must undertake to make G.I.P.S environment conducive to learning and supportive of student personal development and adjustment.
The G.I.P.S recognizes student' rights as regards the following:
(1) Freedom of Expression
Expression of views provided such views do not incite violence or infringe on the dignity and fundamental rights of other members of G.I.P.S community and the general public.
(2) Academic Assessment
Fair and objective assessment of academic work with results returned in good time to be of benefit to continued learning.
(3)Association and Assembly
Freedom of association and assembly subject to the policies, guidelines, rules and regulations of G.I.P.S, provided that no party political organization shall be entitled to engage in their activities at G.I.P.S.
(4) Fair Disciplinary Process
Due process and fair hearing on disciplinary action, which includes, but not limited to, notice of charges and the opportunity to be heard.
(5) Confidentiality and Privacy
Respect of students' right to confidentiality and privacy.
(6) Religious Freedom
Freedom to practice one's religion while recognizing that G.I.P.S is a secular institution.
Non-discrimination in any way on the basis of race, colour, creed, religion, gender, national or ethic or tribal origin, age, marital status and disability.
Entitlement to appeal's following the laid down procedures as relevant
(9)Protection against Disclosure
The treating as confidential, of information about student's views, beliefs and legal political associations which staff members acquire in the course of their work as instructors, advisors , service providers and counsellors. Judgment of ability and character may, however, be provided as necessary under appropriate circumstances, preferably with the knowledge and consent of the students.
Students have responsibilities which include, but are not limited to, the following:
(1) Honesty and Integrity
To uphold the highest standards of honesty and integrity at all times.
(2) Ethical and Responsible Behaviour
To act ethically and responsibly within and outside G.I.P.S premises
(3) Knowledge of G.I.P.S, Guidelines Rules and Regulations
To know and abide by the guidelines, rules and regulations governing the academic programmes and student life.
(4) Use of G.I.P.S Resources and Facilities
Use of G.I.P.S resources and facilities appropriately in line with the applicable procedures, rules and regulations.
(5) Disclosure of Disability
Informing the G.I.P.S as regarding any disability that may affect ability to attend or learn from educational activities.
(6) Protection of Environment
Conduct, behaviour and actions that contribute to a safe and clean G.I.P.S environment.
5. Acts of Misconduct
Academic and non-academic behaviour that is unacceptable and subject to disciplinary action under this code includes violations of National and local Law, academic dishonesty, conduct that threatens the safety or well-being of G.I.P.S community, and any other behaviour that adversely affects G.I.P.S and its educational activity. Examples of behaviour that will be subject to disciplinary action include but are not limited to;
5.1 Irresponsible Use of Alcohol and other Drugs
(1) Consumption of any alcoholic beverages within the right-of-way of corridors, streets, alleys and sidewalks, and in buildings or other property owned by G.I.P.S without authorization.
5.4 Disorderly Conduct
(1) Acting in a manner that unreasonably disturbs the peace and tranquillity of G.I.P.S, on or off G.I.P.S premises, which manner may include, but not limited to, unreasonable marches and/or demonstrations.
(2) Intentionally and substantially interfering with the freedom of expression of others on G.I.P.S premises or at G.I.P.S-sponsored activities outside the G.I.P.S premises.
(3) Intentionally or recklessly interfering with normal G.I.P.S activities OR G.I.P.S sponsored activities held anywhere.
(4) Disrupting learning and teaching
5.5 Failure to Submit Identification
Failure to submit identification upon request from duly authorized and properly identified G.I.P.S officials.
5.6 False Alarm
Intentionally initiating or causing to be initiated any false report, warning or threat of: fire, explosion or other emergency on G.I.PS premises.
Any unwanted act that interferes or infringes on the dignity and fundamental rights of other members of the G.I.P.S community. This includes the following:
(1) Unwelcome sexual advances, requests of sexual favours, or other verbal or physical conduct of a sexual nature as well as other acts outlined in the sexual harassment policy and procedures.
(2) Verbal, physical or any other behaviour that stigmatizes or victimizes an individual on the basis of race or ethnicity.
(3) Any act that degrades or disgraces a person(s)
5.8 Infliction or threat of bodily harm
(1) Intentionally or recklessly causing physical harm to a person while on G.I.P.S premises or at G.I.P.S sponsored activities held outside the premises.
(2) Intentionally or recklessly causing other persons on G.I.P.S property or at sponsored activities held outside the premises to believe that there is intent to harm them.
5.9 Misuse of fire and safety equipment
Reckless use or intentional misuse or damage of fire safety equipment.
Smoking within G.I.P.S premises as this is strictly prohibited.
5.11 Sale or Manufacture illegal substances
Possession, use, sale or manufacture of any substance declared illegal by Botswana law.
5.12 Providing False information
(1) Intentionally furnishing oral written false information to the G.I.P.S.
(2) Forgery, deliberate misrepresentation or unauthorized alteration of any document, or unauthorized use of any G.I.P.S Document or
(3) False submission in response to instruction of identification including but not limited to photo identification, medical record /reports, registration forms, graduation forms, etc
5.13 Receipt and Possession of stolen property
Receiving and / or possessing by any means property one knows or has reason to believe is stolen.
5.14 Sale or Exchange of stolen property
Sale or transfer by any means of property one knows or has reason to believe it's stolen.
(2)The manufacture and/or unauthorized sale of alcoholic beverages within G.I.P.S premises
(3)Drunkenness or disorderly behaviour induced by alcohol intoxication.
(1) Failure to appear before any G.I.P.S regulatory body as summoned without excuse or justification.
(2) Failure to comply with a decision or order issued by a G.I.P.S official or body without excuse or justification.
(3) Any wilful disobedience or disrespect to any G.I.P.S staff member, student, G.I.P.S body or staff of companies contracted by G.I.P.S
(4) Failure to comply with the directives of G.I.P.S of officials, including, but not limited to, security officers, academic staff, and other support staff acting in the performance of their duty.
(5) Knowingly violating the terms of any disciplinary sanction imposed in accordance with this code.
5.3 Academic Dishonesty
Involvement in acts including but not limited to cheating, copying, and plagiarism in any academic work
Unlawful taking or use of G.I.P.S or other person's property.
Forcible or unauthorized entry into any part of G.I.P.S premises.
5.17 Vandalism or Defacement of property
Any act that intentionally or recklessly destroys; damage or defaces G.I.P.S property, or the property of any persons on G.I.P.S premises.
5.18 Violations of G.I.P.S Regulations or policies
Any act that contravenes the guidelines, rules and regulations of the G.I.P.S.
Unauthorized use, possession or storage of any weapon on G.I.P.S premise or at any G.I.P.S, sponsored activities. The term weapon includes, but is not limited to: gun, rifle, pistol, tree branches, stones, bow, dynamite cartridge, bomb, grenade, mine, machete, steel rod, dagger, knuckles, knife with a blade of 12 cm In length and chemical such as pepper spray” (if use in an illegal manner).
5.20 Convictional in the court of law
Conviction in any court of law for an offence
5.21 Discrediting the good name of the G.I.P.S
Engaging in conduct (on or off the premises of the G.I.P.S) which discredits G.I.P.S.
5.22 Mutilation and theft of library materials
Removal of library material from the library without following the prescribed procedures or defacement/ damage of any kind, of library material.
5.23 Unauthorized possession of G.I.P.S keys
Unauthorized possession or duplicate of keys and access cards to G.I.P.S property.
5.24 Refusal and /or failure to hand over assets and / or records of the SRC in terms of the SRC constitution.
5.25 Use of a Cell/Portable phone in Restricted Areas
Use of a cell/portable phone in a classroom/laboratory/Library as this is strictly prohibited
(1) The making of any noise that disturbs normal activities at G.I.P.S.
(2) The ringing of cell/portable phones in a class/laboratory session or in the Library
6. Disciplinary Sanctions
Verbal notice that the conduct is unacceptable and that continuation or repetition of the conduct may be cause for additional disciplinary action.
A written reprimand for the conduct which shall include a warning that continuation or repetition of the conduct may be cause for additional disciplinary action.
Reimbursement for damage to or destruction of G.I.P.S property or property of any person.
6.4 Restriction of privileges
Restriction for a period not exceeding one semester of the privilege to attend and/or participate in sports and culture events and use of sports facilities, examples of which include:
(1) Use of sports facilities
(2) Participation in G.I.P.S sports teams or culture
(3) Attendance of G.I.P.S culture events
6.5 Disciplinary Eviction from halls of residence
Eviction from G.I.P.S halls of residence if any for a specified period of time or permanently
6.6 Eviction from class/library/laboratory
(1) Summary dismissal from class/laboratory session for that day
(2) Immediate removal from the Library for a period of not more that one day
(3) Exclusion from class /library /laboratory where a student is disorderly or disruptive for a period not more than two (2) weeks.
6.7 Denial of use of library
Denial of access and use of library for a period which shall not exceed eight (8) weeks.
Exclusion from participation in any G.I.P.S activity for a specified period of time, which may include being barred from G.I.P.S premises.
Deregistration of the student from the G.I.P.S for a specified period of time of not less than one year with G.I.P.S reserving the sole discretion to re-admit the student upon re-application any time after the period has elapsed.
Permanent separation of the student from the G.I.P.S with no possibility of re-admission.
6.11 Student organization suspension
Loss of privileges including G.I.P.S recognition for a specified period time.
6.12 Student organization termination
Permanent loss of G.I.P.S recognition of a student organization.
7.0 Circumstances Affecting Sanctions
7.1 Minimum Sanctions for specific Acts of Misconduct
Acts of misconduct that involve drugs, theft or fraud, burglary, serious physical damage to property and injury to persons, or actions that create a substantial risk of body harm will result in suspension, expulsions or dismissal from G.I.P.S unless significant mitigating factors are presented.
7.2 Mitigating Factors
Factors to be considered in the mitigation shall be the present demeanour and past disciplinary record of the offender, as well as the nature of the offence and the severity of any damage, injury or harm resulting from it.
7.3 Repeated Acts
Repeated or aggravated acts misconduct may also result in expulsion, suspension, and dismissal or in the imposition of such stiffer penalties as may be appropriate.
8. Misconduct by Student Groups / Clubs and Organisations
8.1 Student groups and organizations may be changed with misconduct under this code without regard to whether members of such groups or organization are individually charged.
8.2 A position of leadership in a student group / club or organization entails responsibility. Student leaders who knowingly permit, condone or acquiesce in the carrying out acts of misconduct will be personally subject to disciplinary action.
8.3 Student group / clubs or organization and their members may be held collectively or individually responsible for any acts of misconduct by the club or organization.
9. Disciplinary Authority
The Disciplinary authority to impose sanctions is as follows;
(1) Lecturer's have authority to impose sanctions 6.1 and 6.6 (1)
(2) The Librarian has the authority to impose sanctions 6.1 and 6.6 (2)
(3) Heads of department have authority to impose sanctions 6.1, 6.2 and 6.6
(4) The principal has the authority to impose sanctions 6.1 to 6.12
10. Disciplinary Procedures and Imposition of Sanctions
10.1 Imposition of Sanctions 6.6 (1) and 6.6 (2)
Sanctions 6.1, 6.6(1) and 6.6(2) may be imposed as per the disciplinary authority without having to follow the provisions of section 10.2 below.
10.2 Reporting of cases
(1) Any member of G.I.P.S community may file case of misconduct against a student or student organization (hereinafter to as the alleged offender).Cases shall be submitted to the student's Head of Faculty who shall deal with the case and proceed to;
a) Dismiss the case
b) Impose a sanction as per his/her disciplinary authority
c) Forward the case to the principal.
(2) Where a case is referred to the Principal, the Principal shall deal with the matter and proceed to
a) Dismiss the case
b) Impose any of sanctions 6.1 to 6.6
c) Formally charge the alleged offender in writing and refer the matter to the Student Disciplinary Committee
(3) The letter through which the charge is made shall outline
(a) The misconduct(s) and
(b) The date and the time when alleged offender is to meet the Student Disciplinary Committee for his / her hearing.
11. Student Disciplinary Committee
11.1 There shall be a Student Disciplinary Committee to hear cases of misconduct by the student's referred to it by the principal.
11.2 The committee shall comprise (5) members; a Chairperson who shall be a Head of Faculty, one member drawn from the Academic staff, one member drawn from the Support staff, one student, and a person who is not a member of the G.I.P.S community.
113 The committee members shall be appointed by the principal for a period of one to two years and shall be eligible for re-appointed at the end of their term.
11.4 Secretarial services shall be provided by a member of staff appointed by the principal. The secretary shall not be a member of the disciplinary committee.
11.5 The quorum for the committee shall be three of the members.
11.6 The principal may remove any member from the committee on recommendation of the Committee.
11.7 The following shall apply where the case is referred to the Student Disciplinary Committee
(1) The alleged offender shall be furnished with copies of all the documents relevant to the case at least three (3) working days before the hearing.
(2) The standard of the proof of the committee shall be by preponderance of the evidence.
(3) The chairperson shall determine what evidence is admissible and formal rules of evidence shall not apply.
(4) The alleged offender or complainant shall be granted leave to question any or all witness if he or she so desires.
(5) If the alleged offender fails to appear, the hearing may proceed without him or her. Prospective witnesses, other than the complainant and the alleged offender may be excluded from the hearing testimony of other witnesses.
(6) The alleged offender may speak on their behalf but will not be forced to testify. Silence shall not be used to one's detriment.
(7) The alleged offender may not seek legal representation but may be accompanied by the representative of his or own choice, being a member of G.I.P.S community who may speak on his or her behalf. The committee may require an alleged offender to be evaluated by a psychiatrist if the alleged offender wishes to introduce relevant evidence of any mental disorder, or if there is a reason to believe the alleged offender may be a danger to herself / himself or others.
11.8 At the conclusion of its deliberations on a case, the Committee shall submit a report to and for the attention of the Principal. The report shall include a conclusion on whether the alleged offender is guilty or not and a recommendation on dismissal of the case or imposition of any of the disciplinary sanctions 6.1 to 6.12.
12.1 Appeals of disciplinary decisions can be made in writing not later than 2 working days after the imposition of the sanction as follows;
(1) Appeal to the student's Head of Faculty on sanctions imposed by Lecturers or the Librarian.
(2) Appeal to the Principal on sanctions imposed by a Head of Faculty.
12.2 The Principal's decision on appeals shall be final
9.2 I.T LAB RULES
• The students are advised to abide to the existing arrangements of chairs , desks and computers and not to move anything unless advised to do so by the responsible members of staff.
• Any malfunctioning hardware / software component must be reported immediately to the lecturer in charge.
• Under NO circumstance should a student try to fix any malfunctioning hardware or software unless it is part of learning outcomes. In which case a student should be under direct supervision of the lecturer in charge of the module.
• We have zero tolerance to THEFT and VANDALISM of computer equipment. Stiff penalties will be meted and may include total suspension or expulsion from the institution.
• The computer lab must be kept clean and tidy and air-conditioning kept at optimal levels. The lecturer in charge decides the level of air-conditioning and not the student.
• Eating /Smoking/ Drinking /Sleeping and unnecessary movements are strictly prohibited in the computer lab
• All the necessary safely precautions regarding the use , handling and maintenance of computer equipment must be adhered to.
• All your phones , IPODs and other electronic media which are not congenial to learning outcomes must be switched off .
• Access to and downloading of pornographic staff is STRICTLY prohibited
• Make sure you scan your flash disks and other external media before copying information to or from it.
• Browsing the internet, playing computer games and e-chatting is strictly prohibited during lab sessions unless it is done as part of the learning objectives for that session.
• Installation / Uninstallation of programs is strictly prohibited unless done under supervision of the respective Lecturers and as part of learning outcomes.
• Any Contravention of the above rules may result in stiff penalties meted on the perpetrators which include , but not limited to , expulsion from session , ban from using the labs, suspensions or even expulsion from the institution.
9.3 LIBRARY RULES
1. Users will only be allowed entrance when their show their GIPS student ID at the main entrance
2. Switch off your cellphones before entering the library
3. Bags are not allowed in the library
4. Noise and discussions are not allowed in the library
5. Sleeping/Eating/chewing is not allowed in the library
6. Time will be allotted for each library user for the use of a computer workstation on each visit to the Library
7. Books will only be used for reference in the library by students until further notice
8. Playing computer games and accessing pornographic websites or materials is prohibited in the library
9. Failure to return the issued books on time will result in a penalty charge of P5.00 per day.
10. If a user loses a book or any library material he/she will be expected to pay for the lost library item(s)
11. If theft is suspected the Librarian and authorized security personnel reserve the right to search all the students in that session.
12. No reservations of chairs or sharing a chair are allowed
13. If there is no more space available for users in the library or if he library is full to normal capacity no entry will be allowed until there is space available.
1. When leaving the library users must hand over their belongings to the security personnel for searching.
FAILURE TO ABIDE BY THE RULES STIPULATED ABOVE MAY RESULT IN EXPULSION FROM THE LIBRARY AND FURTHER DISCIPLINARY ACTION TAKEN AGAINST THE PERPETRATOR.